10-09-2012 WS (2)MINUTES OF THE CITY COUNCIL WORK SESSION
Tuesday, October 9, 2012
Raspberry Room — 7:15 p.m.
The meeting was started at 7:18 p.m. Present were Mayor Maxwell and Council members Molly
Cummings, Jason Gadd, Kristi Halverson, Cheryl Youakim, City Manager Mike Mornson,
Director of Economic Planning & Development Kersten Elverum, Assistant City Manager Jim
Genellie, Finance Director Christine Harkess, Activity Center Director Susan Newville, Public
Works Director Steve Stadler, City Attorney Jeremy Steiner, Steve Johnson of Solomon Real
Estate, Jack Amdal of JAmdal Architects, Alanna Carter & Meghan Schleif-McNally of RSP
Architects and Jennifer Lowry of Hennepin County Transportation.
New business:
Discussion of BP Site
Ms. Elverum gave an overview of the BP site, a complex project involving the combination of
three parcels. The project is on a fast approval process so the developer can begin construction
before the winter. The Zoning & Planning Commission will be looking at project on October 22
and the BP site will be on the agenda at a special City Council meeting on October 23, 2012.
Mr. Johnson of Solomon Real Estate gave an overview of the project, the approval process for
the purchase of the properties and the demolition plan.
There was much Council discussion regarding the environmental issues, demolition of the
existing building and construction timetable. Council discussed the location of garbage, angling
of driveway so traffic is directed towards Blake Rd, signage, fencing and the landscape plan.
There was discussion regarding the rezoning of the properties. Staff will discuss fencing with the
adjoining property owner.
Mr. Steiner advised the Council regarding the land use approval process, the final rezoning
process, permits, demolition process, reason for the nonconformity of Cambridge Towers
parking and the rezoning of the land exchange.
Mr. Amdal gave an overview of the look of the new buildings, location of mechanicals, outside
patio seating, east facing storefronts, elevations, signage, awnings, final tenants plans will
determine some final design decisions, sidewalks, location of garbage, outside lighting, roof
drainage, irrigated landscaping and monument signage location. Building materials samples will
be made available to the Zoning & Planning Commission.
Mr. Johnson reviewed with Council the four committed tenants with building potential for a total
of five or six tenants.
There was much Council discussion regarding lighting, security system, AC rooftop units with
parapet screening, possible dual entrances by tenants, contractor selection, bike rakes and that the
project will be a nice addition to the area.
Mr. Steiner and Ms. Elverum reviewed the timeline for the approval process and the public
hearing.
Staff will review the transfer of property process with Mr. Steiner.
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Hopkins Activity Center Discussion
Ms. Newville gave an overview of the cafe concept for the Hopkins Activity Center with the
objective of connecting & engaging older adults with the services and programs offered. Ms.
Carter discussed with Council the vision for the Hopkins Activity Center, the existing floor plan,
challenges of the current floor plan, and an overview of a potential future phased building
concept and kitchen plan. Ms. Carter discussed a design plan that could better maximize use of
space for the Historical Society.
There was much Council discussion regarding the forward thinking concept, the opportunity to
grow, expand and improve on what we already have and that the presentation fits well with the
previous discussion on society's changing & aging demographics. There was discussion about
phased options to the project, square footage of the Historical Society, Historical Society
concerns, expansion of spaces, cafe partnership with the Depot Coffee House & local restaurants,
option for cooking classes for seniors and students, cost estimates and the monies earmarked for
the kitchen HVAC. There was much discussion regarding funding for the project through grants,
capital campaigns and fundraisers.
Council directed staff to get project feedback from Hopkins Activity Center users and create
questions for the future citywide survey.
Community Works and Right -of -Way Agreement for Shady Oak Road
Mr. Stadler gave an overview of the Right -of -Way Agreement. Mr. Stadler reviewed the major
elements of the agreement including the estimated acquisition costs and project funds.
There was much Council discussion regarding the project cost-sharing, buffer areas, vacated
property, property access, road design plans and impact to property owners. Staff will investigate
the 2nd Street alignment that was discussed at a prior meeting. Mr. Steiner advised Council
regarding property acquisition.
Ms. Elverum gave an overview of the Community Works agreement. Ms. Elverum discussed
how the funds can be used and staff is negotiating the 10,000 sq ft development requirement and
would like the minimum to be 8,000 sq ft. The agreement of how the funds can be used is
flexible enough to be used for different scenarios. Staff has met with the building owners and a
relocation specialist will be made available for tenants.
There was much Council discussion regarding potential uses for the funds, additional & shared
parking, where if any remaining Community Works dollars could be used and City of
Minnetonka as monitor & manager of parking lot improvements within the project area. Council
would like Hopkins staff to be represented in regards to parking lot improvements and
investigate possible wall improvements along Oakes of Mainstreet property. Mr. Steiner will
investigate the parking lot improvement project manager part of the agreement.
Letters have been sent to affected property owners regarding upcoming meetings including the
November 1" Environmental Assessment public meeting, staff will be contacting businesses with
affected parking along the easements and the Council will continue to be updated as road project
process continues.
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Special Revenue and Enterprise Fund Budget
Ms. Harkess gave an overview of the 2013 Special Revenue and Enterprise fund budgets.
Chemical Assessment fund:
• Expenditures are covered by grant revenues with possible state budget increase.
Economic Development fund:
• There was Council discussion regarding development agreements.
Real Estate Purchases & Sales fund:
• Staff will investigate the real estate fund history & balance.
Parking fund:
• No rate increase in 2013.
Communications fund:
• Staff will update the Council regarding users of web streaming of Council meetings.
Depot Coffee House:
• The goal of coffee operations is to make money to support the youth project and fill the gap
left by grant funds.
Arts Center fund:
• The facility operations are making money, but losing money on programming. There was
much Council discussion regarding Art Center rentals & leases.
Tax Increment funds:
• Staff will provide Council with a summary when TIF districts are expiring.
Enterprise funds: Water fund & projects, Sanitary Sewer fund & projects, Storm Sewer fund &
projects, Refuse fund and Pavilion fund
• There was much Council discussion regarding school district lease, water rates increase,
recycling rates, bulk collection numbers and Pavilion roof replacement. Staff will update Council
on recycling rebates, Pavilion roof & rooftop unit replacement timing and public information
regarding increase of disposal rates. Mr. Stadler reviewed the brush and yard waste pickup
collection fee increases with Council.
With no further business to discuss there was a motion by Council member Cummings and a
second by Council member Youakim to adjourn the meeting at 10:25 p.m.
Respectfully Submitted,
Debbie Vold
IT OU CIL
ATTEST:
Eugene J. ell, Mayor